Candidate Privacy Notice
1. Introduction
Brillio, including its group companies, (“Brillio”, “we”, “us”, “our”) respects the privacy of every person who applies for a role with us. This Notice explains what personal information we collect through our careers page and related recruitment channels, why we collect it, how we use and share it, how long we keep it, and the rights you have over it. It applies to all candidates and applicants worldwide, and we follow the privacy and data protection laws that apply where you live and where we operate. Where local law gives you stronger rights than those described here, those stronger rights will prevail.
We act as the data controller or data fiduciary (or the equivalent role under your local law) of the personal information we collect about you for recruitment purposes. You can reach us at privacy@brillio.com.
2. The Information We Collect
When you apply for a role with us, or when we consider you for one, we collect the information you give us directly, the information generated as you interact with our recruitment process, and, where lawful, information we receive from third parties such as recruitment agencies, professional networks, referees, and background-check providers.
The information we typically collect includes your name and contact details (including your email address, phone number, and postal address or location); your work authorization, nationality, and right-to-work information where this is relevant to the role; your CV or resume, cover letter and other supporting documents, employment history, education, qualifications, skills and certifications, languages, references, LinkedIn, portfolio, or other professional profile URLs, and salary expectations; the role you applied for and your answers to screening questions; the notes, scores, and recordings (where applicable and with notice) generated during assessments and interviews; technical information such as IP address, device, and cookie data collected when you use the careers site; and, where lawful and necessary, background-check information and any other information you choose to provide during the application process, including about accessibility needs or other matters relevant to your application.
3. How and Why We Use Your Information
We use your information to manage and conduct our recruitment process. This means we use it to evaluate your application against the requirements of the role; to communicate with you about your application and about other opportunities you may be interested in; to schedule and conduct interviews and assessments; to conduct reference and, where lawful and role-appropriate, background checks; to make hiring decisions; to prepare an offer of employment if you are successful; to conduct analytics and performance measurement related to our recruitment activities; to manage recruitment events, and related activities; to meet our legal, regulatory, and reporting obligations, including equal-opportunity reporting where required; to protect the security of our systems and to prevent fraud; to detect and prevent misuse and security incidents; to establish, exercise, or defend legal claims; and, with your consent where required, to keep you in our talent community for future opportunities.
The lawful basis on which we rely for these activities depends on the law that applies to you. In most cases we rely on the steps necessary to enter into a contract with you, our legitimate interests in running an efficient and fair recruitment process, our obligation to comply with law, or your consent. Where consent is the basis, you can withdraw it at any time without affecting any processing carried out before you withdrew it. Where we rely on legitimate interests, you have the right to object, and we will reassess the processing in light of your circumstances.
4. AI-Assisted Hiring and Human Decision-Making
We use artificial intelligence and other automated tools to help our recruiters work more efficiently. These tools may assist us in reading and organizing the contents of a CV, matching the skills and experience in an application against the requirements of a role, suggesting a shortlist for recruiter review, summarizing application materials for hiring managers, scheduling interviews, and drafting routine communications.
We want to be clear about what these tools do and, just as importantly, what they do not do. Hiring decisions are made by people, not by AI. No decision to reject your application, advance you to the next stage, hire you, or set the terms of your employment is made solely by an automated tool. A qualified recruiter or hiring manager reviews and makes every such decision, considers your full application rather than only an AI-generated score or summary, and is free to accept, modify, or disregard any recommendation an AI tool produces. The people who use these tools are trained on responsible use, on the limits of what AI can reliably assess, and on the legal requirements that apply in the jurisdictions in which we recruit.
We design and operate our AI-assisted recruitment in line with applicable laws on automated decision-making, algorithmic fairness, and AI governance.
6. International Transfers
We are a global organization, and the information we collect from you may be processed in countries other than the one in which you live, including in countries where our group entities, our service providers, or our infrastructure are located. Some of these countries may have data protection laws that differ from those in your country.
Where the law of your jurisdiction restricts the transfer of personal information across borders, we put in place the safeguards required by that law before any transfer takes place. Depending on the jurisdiction, these safeguards may include reliance on an adequacy decision or recognition of the destination country’s protections, the use of standard contractual clauses or equivalent transfer instruments, supplementary technical and organizational measures such as encryption and access controls, written agreements imposing equivalent obligations on the recipient, transfer impact assessments, and any notifications, registrations, or approvals required by your local regulator.
7. How Long We Keep Your Information
We keep your information for as long as we need it for the purposes described in this Notice and for as long as we are required to keep it by law. As a general rule, we keep the information of active applicants for the duration of the recruitment process; the information of unsuccessful applicants for a defined period afterwards, so that we can defend any legal claims and, where you have agreed, consider you for future roles; the information of candidates who join our talent community for as long as your consent remains valid or for a defined period, whichever is shorter; and the information of successful candidates as part of their employee file, governed by our Employee Privacy Notice. Background-check records are kept only for as long as the law allows. When we no longer need your information, we delete it or anonymize it so that it can no longer be linked to you. Specific retention periods may vary by jurisdiction and by the type of information.
8. How We Protect Your Information
We use appropriate technical and organizational measures to protect your information against loss, misuse, unauthorized access, disclosure, alteration, and destruction. These measures include access controls, encryption in transit and at rest where appropriate, the segregation of recruitment data from other systems, the careful selection and oversight of our service providers, employee training, and incident-response procedures. No system can be completely secure, but we take our responsibility for your information seriously and we keep our measures under regular review.
9. Your Rights
Depending on where you live, you have rights over the personal information we hold about you. These commonly include the right to know what information we hold and to receive a copy of it, the right to have inaccurate or incomplete information corrected, the right to have your information deleted in certain circumstances, the right to restrict or object to particular uses of your information, the right to receive your information in a portable format or have it transferred to another organization, the right to withdraw any consent you have given, the right not to be subject to a decision based solely on automated processing where that decision has a significant effect on you, and the right to lodge a complaint with the data protection authority in your jurisdiction. In some jurisdictions you also have the right to opt out of certain processing activities, to limit the use of sensitive information, to appeal a decision we have made about your rights request, and to be free from retaliation or discrimination for exercising your rights.
To exercise any of these rights, please contact us at privacy@brillio.com. We will verify your identity before responding and will reply within the timeframe required by the law that applies to you. If we cannot meet your request in full, we will explain why. Some rights are not absolute and may be subject to exceptions under the law that applies.
11. Children
Our careers site and recruitment processes are not directed at children, and we do not knowingly collect information from anyone below the minimum working age in your jurisdiction for the purposes of recruitment.
12. Changes to This Notice
We may update this Notice from time to time to reflect changes in the law, in our practices, or in the technologies we use. When we make material changes we will update the date at the top of the Notice and, where appropriate, we will draw your attention to the changes through the careers page or by other suitable means.
13. Contact Us
If you have any questions about this Notice, about how we handle your information, or if you wish to exercise any of your rights, please contact us at privacy@brillio.com.